The eDib claim files are virtually established in Social
Security field offices when claims for benefits are filed, or a lead is expected
to result in a claim, and maintained in the
National
Computer
Center at SSA
Headquarters. The computerized records and database are maintained at:

Social Security
Administration

Office of
Systems

6401 Security Boulevard

Baltimore,
Maryland
21235

Other authorized
Federal and State agencies that have access to the current paper disability
folder will also have electronic access as needed to the eDib claim file. State agencies process
disability and vocational rehabilitation determinations. Contact the system
manager for address information.

Categories of individuals covered by the system:

Claimants,
applicants, beneficiaries and potential claimants for disability benefits and
payments administered by the Social Security Administration (e.g., Title II and
XVI disability claims).

Categories of records in the system:

The eDib Claim File contains the name and Social Security
number (SSN) of the claimant or potential claimant and may contain the
application for benefits; supporting evidence and documentation for initial and
continuing entitlement; payment documentation; correspondence to and from
claimants and/or representatives; information about representative payees; and
leads information from third parties such as social service agencies, Internal
Revenue Service, Veterans Administration and mental institutions.

The eDib claim file also may contain data collected as a result
of inquiries or complaints, and evaluation and measurement studies of the
effectiveness of claims policies. Separate
files may be maintained of certain actions, which are entered directly into the
electronic processes. These relate to
reports of changes of address, work status, and other post‑adjudicative
reports. Separate abstracts also are
maintained for statistical purposes (i.e., disallowances, technical denials,
and demographic and statistical information relating to disability
decisions).

The electronic
disability claim file contains material related to the request for or
continuation of benefit payments under Titles II and XVI of the Social Security
Act. eDib claim
file information is used throughout SSA for purposes of pursuing claims;
collecting, documenting, organizing and maintaining information and documents
for making determinations of eligibility for disability benefits, the amount of
benefits, the appropriate payee for benefits; reviewing continuing eligibility;
holding hearings or administrative review processes; ensuring that proper
adjustments are made based on events affecting entitlement; and answering
inquiries.

eDib claim files may be referred to State
Disability Determination Service agencies or vocational rehabilitation
agencies. They may also be used for quality review, evaluation, and measurement
studies, and other statistical and research purposes. Extracts may be maintained as interviewing
tools, activity logs, records of claims clearance, and records of type or
nature of actions taken.

Routine uses of records maintained in the system, including categories
of users and the purposes of such uses:

Disclosure may be
made for routine uses as indicated below. However, disclosure of any information defined as "return or return
information" under 26 U.S.C. § 6103 of the Internal Revenue Code (IRC)
will not be disclosed unless authorized by a statute, the Internal Revenue
Service (IRS), or IRS regulations.

1. To the Office of the President for the
purpose of responding to an individual pursuant to an inquiry received from
that individual or from a third party on his or her behalf.

2. To a congressional office in response to an
inquiry from that office made at the request of the subject of a record.

3. To the Department of Justice (DOJ), a court
or other tribunal, or another party before such tribunal when:

a) SSA, or any
component thereof; or

b) any SSA employee in his/her official capacity; or

c) any SSA employee in his/her individual capacity where DOJ
(or SSA where it is authorized to do so) has agreed to represent the employee;
or

d) the United
States or any agency thereof where SSA determines that the litigation is likely
to affect the operations of SSA or any of its components is party to litigation
or has an interest in such litigation, and SSA determines that the use of such
records by DOJ, a court or other tribunal, or another party before such tribunal
is relevant and necessary to the litigation, provided, however, that in each
case, SSA determines that such disclosure is compatible with the purpose for
which the records were collected.

4. Disclosure of any information defined as
“return or return information” under 26 U.S.C. § 6103 of the Internal Revenue
Code (IRC) will not be disclosed unless authorized by a statute, the Internal
Revenue Service (IRS), or IRS Regulations.

5. To third party contacts in situations where
the party to be contacted has, or is expected to have, information relating to
the individual’s capability to manage his/her affairs or his/her eligibility
for or entitlement to benefits under the Social Security program when:

-The individual
is unable to provide information being sought. An individual is considered to be unable to provide certain types of
information when:

-He/she is
incapable or of questionable mental capability;

-He/she cannot
read or write;

-He/she cannot
afford the cost of obtaining the information;

-He/she has a
hearing impairment, and is contacting SSA by telephone through a
telecommunications relay system operator;

-A language
barrier exists; or

-The custodian
of the information will not, as a matter of policy, provide it to the
individual; or

-The data are
needed to establish the validity of evidence to verify the accuracy of
information presented by the individual, and it concerns one or more of the
following:

-His/her
eligibility for benefits under the Social Security program;

-The amount of
his/her benefit payment; or

-Any case in
which the evidence is being reviewed as a result of suspected abuse or fraud,
concern for program integrity, or for quality appraisal, or evaluation and
measurement activities.

6. To third party contacts where necessary to
establish or verify information provided by representative payees or payee
applicants.

7. To a person
(or persons) on the rolls when a claim is filed by an individual which is
adverse to the person on the rolls, i.e.,

-An award of
benefits to a new claimant precludes an award to a prior claimant; or

-An award of
benefits to a new claimant will reduce the benefit payments to the
individual(s) on the rolls; but only for information concerning the facts
relevant to the interest of each party in a claim.

8. To employers or former employers for
correcting or reconstructing earnings records and for Social Security tax
purposes only.

9. To the Department of
Treasury for:

-Collecting
Social Security taxes or as otherwise pertinent to tax and benefit payment
provisions of the Act (including SSN verification services); or

10. To the United States Postal Services for
investigating the alleged forgery, theft or unlawful negotiation of Social
Security checks.

11. Information may be disclosed to DOJ for:

-Investigating
and prosecuting violations of the Act to which criminal penalties attach,

-Representing
the Commissioner, or

-Investigating
issues of fraud by agency officers or employees, or violation of civil rights.

12. To the Department of State and its agents for
administering the Act in foreign countries through facilities and services of
that agency.

13. To the American Institute of
Taiwan
and its agents for administering the Act
in
Taiwan
through facilities and services of that organization.

14. To the Department of Veterans Affairs,
Philippines Regional Office and its agents for administering the Act in the
Philippines
through facilities and services of that agency.

15. To the Department of Interior and its agents
for administering the Act in the
Northern Mariana Islands
through facilities and services of that agency.

16. To State Social Security Administrators for
administration of agreements pursuant to section 218 of the Act.

17. To private medical and vocational consultants
for use in making preparation for, or evaluating the results of, consultative
medical examinations or vocational assessments which they were engaged to
perform by SSA or a State agency acting in accord with
sections 221 or 1633 of the Act.

18. To specified business and other community
members and Federal, State, and local agencies for verification of eligibility
for benefits under section 1631(e) of the Act.

19. To institutions or facilities approved for
treatment of drug addicts or alcoholics as a condition of the individual’s
eligibility for payment under section 1611(e)(3) of
the Act and as authorized by regulations issued by the Special Action Office
for Drug Abuse Prevention.

20. To applicants, claimants, prospective
applicants or claimants, other than the data subject, their authorized
representatives or representative payees to the extent necessary to pursue
Social Security claims and to representative payees when the information
pertains to individuals for whom they serve as representative payees, for the
purpose of assisting SSA in administering its representative payment
responsibilities under the Act and assisting the representative payees in
performing their duties as payees, including receiving and accounting for
benefits for individuals for whom they serve as payees.

21. In response to legal process or
interrogatories relating to the enforcement of an individual’s child support or
alimony obligations, as required by sections 459 and 460 of the Act.

22. To Federal, State, or local agencies (or
agents on their behalf) for administering cash or non-cash income maintenance
or health maintenance programs (including programs under the Act). Such disclosures include, but are not limited
to, release of information to:

-RRB for
administering provisions of the Railroad Retirement and Social Security Acts
relating to railroad employment and for administering the Railroad Unemployment
Insurance Act;

-The VA for
administering 38 U.S.C. § 412, and upon request, information needed to
determine eligibility for or amount of VA benefits or verifying other
information with respect thereto;

-The Department
of Labor for administering provisions of Title IV of the Federal Coal Mine
Health and Safety Act, as amended by the Black Lung Benefits Act;

-State agencies
for making determinations of Medicaid eligibility; and

-State agencies
for making determinations of food stamp eligibility under the food stamp
program;

23. To State audit agencies for auditing State
supplementation payments and Medicaid eligibility considerations; and
expenditures of Federal funds by the State in support of the Disability
Determination Services (DDS);

24. To State welfare departments pursuant to
agreements with SSA for administration of State supplementation payments; for
enrollment of welfare recipients for medical insurance under section 1843 of
the Act; and for conducting independent quality assurance reviews of SSI
recipient records, provided that the agreement for Federal administration of
the supplementation provides for such an independent review; and

-To State
vocational rehabilitation agencies or State crippled children’s service
agencies (or other agencies providing services to disabled children) for
consideration of rehabilitation services per sections 222 and 1615 of the Act.

25. To the Social Security agency of a foreign
country, to carry out the purpose of an international Social Security agreement
entered into between the
United
States
and the other country, pursuant to
section 233 of the Act.

26. To the IRS, Department of the Treasury, for
the purpose of auditing SSA’s compliance with the
safeguard provisions of the IRC of 1986, as amended.

27. To third party contacts (including private
collection agencies under contract with SSA) for the purpose of their assisting
SSA in recovering overpayments.

28. To the Department of Homeland Security
(Bureau of Citizenship and Immigration Services (BCIS)), upon request, to
identify and locate aliens in the United States pursuant to section 290(b) of
the Immigration and Nationality Act (8 U.S.C. § 1360(b)).

29. To contractors and
other Federal agencies, as necessary, for the purpose of assisting SSA in the
efficient administration of its programs. We contemplate disclosing information under this routine use only in
situations in which SSA may enter a contractual or similar agreement with a
third party to assist in accomplishing an agency function relating to this
system of records.

30. Addresses of beneficiaries who are obligated
on loans held by the Secretary of Education or a loan made in accordance with
20 U.S.C. § 1071, et seq. (the Robert T. Stafford Student Loan Program) may be
disclosed to the Department of Education as authorized by section 489A of the
Higher Education Act of 1965.

31. To student volunteers and other workers, who
technically do not have the status of Federal employees, when they are
performing work for SSA as authorized by law, and they need access to personally
identifiable information in SSA records in order to perform their assigned
Agency functions.

32. To Federal, State and local law enforcement
agencies and private security contractors as appropriate, information
necessary:

-To enable them
to protect the safety of SSA employees and customers, the security of SSA
workplace and the operation of SSA facilities, or

-To assist
investigations or prosecutions with respect to activities that affect such
safety and security or activities that disrupts the operation of SSA
facilities.

33. Non-tax return information which is not
restricted from disclosure by Federal law to the General Services
Administration (GSA) and the National Archives Records Administration (NARA)
under 44 U.S.C. § 2904 and § 2906, as amended by NARA Act of 1984, for the use
of those agencies in conducting records management studies.’

** We may disclose information to appropriate
Federal, State, and local agencies, entities, and persons when (1) we suspect
or confirm that the security or confidentiality of information in this system
of records has been compromised; (2) we determine that as a result of the
suspected or confirmed compromise there is a risk of harm to economic or
property interests, identity theft or fraud, or harm to the security or
integrity of this system or other systems or programs of SSA that rely upon the
compromised information; and (3) we determine that disclosing the information
to such agencies, entities, and persons is necessary to assist in our efforts
to respond to the suspected or confirmed compromise and prevent, minimize, or
remedy such harm. SSA will use this routine use to respond only to those
incidents involving an unintentional release of its records.

Disclosure to
Consumer Reporting Agencies:

Disclosure
pursuant to 5 U.S.C. § 552a(b)(12) may be made to
consumer reporting agencies as defined in the Fair Credit Reporting Act (15
U.S.C. § 1681a(f)) or the Federal Claims Collection Act of 1966 (31 U.S.C. §
3701, et seq.) as amended. The disclosure
will be made in accordance with 31 U.S.C. § 3711(e) when authorized by sections
204(f), 808(e), or 1631(b)(4) of the Social Security
Act (42 U.S.C. §§ 404(f), 1008(e), or 1383(b)(4)). The purpose of this disclosure is to aid in
the collection of outstanding debts owed to the Federal government, typically,
to provide an incentive for debtors to repay delinquent Federal government
debts by making these debts part of their credit records. The information to be disclosed is limited to
the individual's name, address, SSN, and other information necessary to
establish the individual's identity, the amount, status, and history of the
debt and the agency or program under which the debt arose.

Policies and practices for storing, retrieving, accessing, retaining,
and disposing of records in the system:

Storage:

Records are
maintained electronically.

Retrievability:

eDib claim files are retrieved electronically
by SSN and alphabetically by name.

Safeguards:

eDib claim files are protected through limited
access to SSA records. Access to the
records is limited to those employees who require such access in the
performance of their official duties. All employees are instructed in SSA confidentiality rules as a part of
their initial orientation training.

Safeguards for
automated records have been established in accordance with the Systems Security
Handbook. For computerized records,
electronically transmitted between SSA's central
office and field office locations (including organizations administering SSA
programs under contractual agreements), safeguards include a lock/unlock
password system, exclusive use of leased telephone lines, a terminal oriented
transaction matrix, and an audit trail.

Retention and Disposal:

The retention
schedule for the new eDib Claim File will be
incorporated in the Social Security media neutral claim file retention
schedule. The schedule includes authoritative instructions for the retention or
destruction of existing and future disability claim file records under Title II
and Title XVI of the Social Security Act.

The retention
periods for disability claim file records are as follows:

A. Title II Domestic Disability Insurance Claim
Files

Files for Title
II claims based on disability will be deleted/destroyed 7 years after the date
of adjudication of the most recently awarded claim if: 1) the person has
attained full retirement age; or 2) the medical reexamination date is scheduled
to occur after attainment of full retirement age.

Files for Title
II DI claims denied or terminated for medical reasons will be deleted/destroyed
5 years after the Agency’s final denial or termination decision. Title II DI files denied or terminated for
non-medical reasons, including death, will be deleted/destroyed 2 years after
the Agency’s final denial or termination decision.

B. Title II International DI Claim Files

Files for Title
II DI claims based on disability for persons receiving payments will be
retained until the claim is terminated. Title II DI files for persons not
receiving payments (denied or terminated) will be deleted/destroyed (including
underpayment records) 5 years after the Agency’s final denial or termination
decision.

Files for Title
II DI claims not based on disability for persons receiving payments will be
retained until the claim is terminated. Title II DI files for persons not
receiving payments (denied or terminated) will be deleted/destroyed (including
underpayment records) 5 years after the Agency’s final denial or termination
decision.

C. Supplemental Security Income Claim Files

Files for SSI
disability claims will be deleted/destroyed 7 years after the adjudication date
of the most recently awarded claim if: 1) the person attains age 65; or 2) the
medical reexamination date is scheduled to occur after attainment of age 65.

Files for claims
denied or terminated for medical reasons will be deleted/destroyed 5 years
after the Agency’s final denial or termination decision. Files for claims denied or terminated for
non-medical reasons will be deleted/destroyed 2 years after the Agency’s final
denial or termination decision.

All paper claim
files are disposed of by shredding or the application of heat when the
retention periods have expired.

System manager(s) and address:

Deputy
Commissioner

Disability and
Income Security Programs

Social Security
Administration

6401 Security Boulevard

Baltimore,
MD
21235

Notification procedure:

When requesting
notification, the individual should provide the type of claim he or she filed
(DI and/or SSI). If more than one claim
is filed, each should be identified, whether he/she is or has been receiving
benefits, whether payments are being received under his or her own SSN, and if
not, the name and SSN under which received, if benefits have not been received,
the approximate date and place the claim was filed, and his/her address and/or
telephone number. (Furnishing the SSN is
voluntary, but it will make searching for an individual's record easier and
prevent delay.)

An individual
can determine if this system contains a record about him/her by writing to the
system manager(s) at the above address and providing his/her name, SSN or other
information that may be in the system of records that will identify
him/her. An individual requesting
notification of records in person should provide the same information, as well
as provide an identity document, preferably with a photograph, such as a
driver’s license or some other means of identification. If an individual does not have any identification
documents sufficient to establish his/her identity, the individual must certify
in writing that he/she is the person claimed to be and that he/she understands
that the knowing and willful request for, or acquisition of, a record
pertaining to another individual under false pretenses is a criminal offense.

If notification
is requested by telephone, an individual must verify his/her identity by
providing identifying information that parallels the record to which
notification is being requested. If it is determined that the identifying information provided by
telephone is insufficient, the individual will be required to submit a request
in writing or in person. If an
individual is requesting information by telephone on behalf of another
individual, the subject individual must be connected with SSA and the
requesting individual in the same phone call. SSA will establish the subject individual’s identity (his/her name, SSN,
address, date of birth and place of birth along with one other piece of
information such as mother’s maiden name) and ask for his/her consent in
providing information to the requesting individual.

If a request for
notification is submitted by mail, an individual must include a notarized
statement to SSA to verify his/her identity or must certify in the request that
he/she is the person claimed to be and that he/she understands that the knowing
and willful request for, or acquisition of, a record pertaining to another
individual under false pretenses is a criminal offense. These procedures are in accordance with SSA
Regulations (20 C.F.R. § 401.40).

An individual
who requests access to his or her medical records shall be given direct access
to those records unless SSA determines that it is likely that direct access
would adversely affect the individual. If SSA determines that direct access to the medical record(s) would
likely adversely affect the individual, he or she must designate a responsible
representative who is capable of explaining the contents of the medical
record(s) to him or her and who would be willing to provide the entire
record(s) to the individual. These
procedures are in accordance with SSA Regulations (20 C.F.R. § 401.55).

A parent or
guardian who requests notification of or access to a minor’s medical record
shall at the time he/she makes the request designate a physician or other
health professional (other than a family member) who is capable of explaining
the contents of the medical record(s) to him or her and who would be willing to
provide the entire record(s) to the individual. These procedures are in accordance with SSA Regulations (20 C.F.R. §
401.55).

Record access procedures:

Same
as Notification procedures. Requesters should also reasonably specify the information they are
seeking. These procedures are in accordance with SSA Regulations (20 C.F.R. §§
401.40(c) and 401.55).

Contesting record procedures:

Same
as Notification procedures. Requesters should also reasonably identify the record, specify the
information they are contesting and state the corrective action sought and the
reasons for the correction with supporting justification showing how the record
is incomplete, untimely, inaccurate or irrelevant. These procedures are in
accordance with SSA Regulations (20 C.F.R. § 401.65).

Record source categories:

Information in
this system is obtained from claimants, beneficiaries, applicants and
recipients; accumulated by SSA from reports of employers or self‑employed
individuals; various local, State, and Federal agencies; claimant
representatives and other sources to support factors of entitlement and
continuing eligibility or to provide leads information.

Important Information:

Other Government Websites:

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Disclaimer

The Social Security Administration (SSA) website contains links to websites not affiliated with the United States government. These may include State and Local governmental agencies, international agencies, and private entities.

SSA cannot attest to the accuracy of information provided by such websites. If we provide a link to such a website, this does not constitute an endorsement by SSA or any of its employees of the information or products presented on the non-SSA website.

Also, such websites are not within our control and may not follow the same privacy, security or accessibility policies. Once you visit such a website, you are subject to the policies of that site.